When configuring email notifications in Team Forms, emails are sent using the Microsoft 365 account that authenticated the email settings.
Because Team Forms cannot send emails directly from the form respondent (especially for anonymous submissions), the recommended setup is to configure notifications to Send As a shared mailbox such as:
If you attempt to use another email address without the required permissions, you may see an error like:
Failed to validate the From email address.
xyz does not have permission to send mail from the noreply@company.com mailbox.
To resolve this, your IT administrator must create a shared mailbox and grant your account Send As permissions.
Create the Shared Mailbox
Sign in to the Microsoft 365 Admin Center using an account with the Exchange Administratorrole.
Navigate to:
Teams & Groups → Shared mailboxes
(Select Show all first if needed.)
Select + Add a shared mailbox
Enter a mailbox name and email address such as:
Select Save changes
Grant Send As Permissions
Once the mailbox has been created, it will appear in the Shared mailboxes list
Select the shared mailbox to open its settings
Under Manage mailbox permissions, locate Send as permissions
Select + Add permissions
Add the users who should be able to send emails from the mailbox
Select Save
Once complete, you can now configure the shared mailbox as the sender address in Team Forms by following the guide below: